Terms and conditions of reservation

1. SCOPE OF APPLICATION AND SPECIAL CONDITIONS

These Terms and Conditions of Reservation (”Terms”) apply to accommodation reservations and stays at Uumen Oy’s hotel (”Hotel”).

The Hotel reserves the right to apply special conditions that deviate from these Terms.

2. RESERVATIONS AND CONFIRMATION

When making a reservation, the guest must provide their name, contact details, arrival and departure dates, payment method, and any other information required for the reservation. More information regarding the processing of personal data can be found in our Privacy Policy.

A reservation becomes binding upon the Hotel once it has been confirmed verbally, in writing, or by email, and the guest has received a reservation number. The Hotel may require compliance with specific conditions, payment of a reservation fee, or a valid credit card guarantee before accepting a reservation.

Room reservations may only be made by persons aged 18 years or older. A person making a reservation for a minor is responsible for that minor regardless of whether they are staying together. A minor staying alone must provide a consent form signed by a legal guardian. The form must include the minor’s name and date of birth, reservation number, dates of stay, and the guardian’s contact information. The completed form must be submitted prior to arrival to info@uumenhotels.fi.

The Hotel reserves the right to adjust prices if such adjustments are caused by changes in value-added tax (VAT), legislation, or government-imposed charges after the reservation has been confirmed or during any agreed contractual period. The guest will be notified separately of any such changes.

Reservations made through third-party booking channels are primarily subject to the terms and conditions of the respective booking channel.

3. RESERVATION GUARANTEE

All reservations must be guaranteed with a valid payment card at the time of confirmation. The Hotel reserves the right to pre-authorize the payment card for the reservation amount if necessary.

Payment card details must be submitted through a secure payment link provided by email. The Hotel does not accept payment card details by telephone or regular email.

Corporate customers may alternatively guarantee reservations through their company. The Hotel may also require a partial or full advance payment as a condition for guaranteeing a reservation. Any advance payment requirements and payment schedules will be agreed upon in writing with the customer.

4. ARRIVAL AND DEPARTURE

Rooms are available from 3:00 PM on the day of arrival and must be vacated no later than 11:00 AM on the day of departure. Different check-in and check-out times may apply in specific cases.

For security reasons, only Hotel staff and registered guests are permitted access to guest rooms and reserved facilities. The maximum occupancy of each room or facility must not be exceeded.

Guests must present a valid government-issued photo identification document upon check-in.

Unless otherwise agreed or specified by the selected rate plan, reserved rooms will be held until 11:00 PM on the scheduled arrival date. If a late arrival has not been agreed upon in advance, the Hotel reserves the right to cancel the reservation and resell the room after 11:00 PM.

5. CANCELLATION POLICY

Cancellation policies depend on the rate type selected at the time of booking. The applicable cancellation policy is displayed during the reservation process and forms part of the reservation agreement.

5.1 RATE TYPES

Flexible Rate

Free cancellation up to 48 hours prior to the arrival date.

If the reservation is cancelled later, the full reservation amount will be charged.

The total amount for accommodation and any additional services will be charged to the payment card 48 hours prior to arrival.

Advance Purchase Rate

The reservation is confirmed upon full payment.

The reservation is non-refundable, non-transferable, and cannot be modified.

The full amount will be charged immediately during the booking process.

Cancellations must be made in writing by email or through the online booking system. In the event of a no-show, the Hotel is entitled to retain the full reservation amount. Partial cancellations of multi-night reservations are not permitted.

6. EARLY DEPARTURE

Guests wishing to depart earlier than originally booked must notify the Hotel no later than 6:00 PM on the day preceding departure.

The Hotel reserves the right to charge the agreed reservation price for any unused portion of the stay.

An early departure may also result in a change to the applicable room rate.

7. PAYMENTS

The Hotel accepts major payment cards. The Hotel is not obliged to accept foreign currency, vouchers, cheques, or payment cards that it has not expressly stated it accepts.

Cash payments are not accepted.

An advance payment may be charged at the time of reservation and will be deducted from the final invoice. If the reservation has not been prepaid, payment must be made upon arrival or no later than departure.

The Hotel reserves the right to charge or pre-authorize a payment card at the time of booking or check-in. Costs incurred during the stay, including damages, additional cleaning fees, and other charges, may be charged to the payment card provided by the guest where permitted by applicable payment service provider regulations.

Where no pre-authorization has been made, the Hotel may require a security deposit upon check-in.

8. HOUSE RULES

All guests are required to comply with these House Rules and any instructions given by Hotel staff in order to ensure the comfort and safety of all guests.

Violation of these rules may result in immediate removal from the Hotel and liability for damages.

1. Guests must behave respectfully and in accordance with good conduct. Guests may not disturb other guests or nearby residents through excessive noise, property damage, or other disruptive behaviour. Guests are responsible for the conduct of any visitors they allow onto the Hotel premises.
2. Guests are expected to respect the comfort of others. In particular, after 10:00 PM, guests must avoid loud conversations, music, or other noise that may disturb others.
3. Hotel property, including furniture, linens, fixtures, fire alarms, sprinkler systems, lighting, and sanitary fittings, must not be damaged. If a room or Hotel property is excessively soiled or damaged beyond normal wear and tear, the Hotel may charge all resulting costs to the guest’s payment card where permitted, or alternatively invoice the guest. A minimum handling and cleaning fee of EUR 100 may be charged. Removal of Hotel property from the premises is prohibited.

The possession or introduction of illegal drugs, illegal substances, hazardous materials, or dangerous items onto Hotel premises is strictly prohibited. The Hotel may remove the guest from the premises, refuse future reservations, and charge all resulting damages, cleaning costs, and a contractual penalty of EUR 100 for each prohibited dangerous item brought onto or left in the Hotel.

4. Guests may not tamper with, disable, cover, adjust, remove, or otherwise interfere with any Hotel systems or equipment, including fire alarms, smoke detectors, sprinkler systems, ventilation and air-conditioning equipment, electrical installations, security systems, surveillance equipment, or other building technology.

Any unauthorized interference may result in immediate removal from the Hotel and liability for damages.

If a guest causes a fire alarm or any other safety system alarm through actions or omissions that fall outside the normal use of Hotel facilities, the guest shall be liable for all resulting costs. Such costs may include emergency response charges, maintenance expenses, alarm service fees, and any direct or indirect damages incurred by the Hotel.

5. Smoking and the use of open flames, including candles, incense, and similar items, are strictly prohibited throughout the Hotel and may trigger automatic fire alarms. Guests violating this rule shall be liable for all resulting costs.
6. Pets are not permitted on Hotel premises. This restriction does not apply to legally recognized assistance dogs or guide dogs. Guests bringing unauthorized animals onto the premises shall be liable for all resulting cleaning, administrative, and maintenance costs.
7. Unauthorized persons may not be granted access to Hotel premises. Guests must ensure that exterior doors and room doors remain locked and that exterior entrance doors close and lock properly after entry or exit.
8. Wristband keys must be kept secure and may only be given to registered guests of the room. Wristband keys must be returned upon departure. A fee of EUR 10 will be charged for unreturned wristband keys.
9. The Hotel may operate CCTV surveillance in common areas for security and safety purposes. Guests may contact customer service regarding disturbances or emergencies using the contact information displayed on the premises.
10. Hotel accommodation is intended solely for personal lodging purposes. Any commercial activity conducted on Hotel premises requires prior written permission from the Hotel.

9. LIABILITY FOR GUEST PROPERTY

Guests are responsible for their own belongings unless the Hotel has expressly accepted such property for safekeeping.

Valuable items may be stored in guest rooms or, upon request, entrusted to the Hotel. The Hotel may charge a storage fee. Guests must inform the Hotel in advance if items of exceptional value are to be deposited. The Hotel reserves the right to refuse acceptance of such property.

10. GUEST LIABILITY

Guests are responsible for ensuring that all information provided during the reservation process is accurate.

Guests shall be fully liable for any damage, loss, or expense caused to the Hotel, other guests, third parties, or their property through intentional acts, negligence, or breaches of these Terms by the guest or any person admitted to the Hotel by the guest.

The Hotel may charge such costs directly to the guest’s payment card where permitted or invoice the guest separately.

11. HOTEL LIABILITY

Guests must notify the Hotel immediately upon discovering any defect, deficiency, or issue related to their reservation, room, or Hotel facilities, and in any event during their stay, so that the Hotel has an opportunity to rectify the issue.

The Hotel shall not be obligated to provide compensation for issues that were not reported during the stay.

If a reserved room is unavailable upon arrival despite the guest complying with arrival requirements, the Hotel will make reasonable efforts to arrange equivalent accommodation without additional cost.

If the Hotel is unable to provide accommodation as agreed, the guest shall be entitled to a refund of payments made.

To the extent permitted by mandatory applicable law, the Hotel’s liability shall be limited to the refund of the accommodation charges paid by the guest.

12. TERMINATION OF SERVICE

The Hotel may refuse reservations or decline accommodation if a guest fails to comply with these Terms or if the Hotel has reasonable grounds to suspect unlawful activity or conduct that may cause damage or risk to the Hotel or third parties.